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  • Created by Unknown User (james.buenafe), last modified on Sept 01, 2021


BOT DESCRIPTION:

The ConnectWise Attached Agreement Prompter 3.0 alerts the user if time entry has no attached agreement.

RELATED INTEGRATION:

  • ConnectWise Manage
  • Microsoft Teams
  • MSPBots.ai

WHY SHOULD YOU CARE?

Associating agreements on tickets is a necessity for any MSP business.

  • For Stakeholders and Managers: By using data on these agreements, you will be able to calculate profitability of the business and identify if a certain issue/client is already pulling down on cost.
  • For Agents and Technicians:  The bot notifications will assist on technician process compliance making sure that you have the agreements you need for your tickets.

REQUIREMENTS:

  • Active ConnectWise Manage Integration

  • Active Microsoft Teams Integration

  • Message Switch is set to Enabled on the MSPbots User Management Page

  • (OPTIONAL) The user's manager is configured within Azure Active Directory

BOT CONFIGURATION

Here are the steps to configure the bot.

1. Open the bot by expanding the left navigation and clicking Bots.


2. Using the search bar, search for the bot CW Attached Agreement Prompter 3.0. Click on the bot name to edit.


3. This should open the Trigger module, where you can define the time frame (e.g. minutes, hours, etc.) that the bot will need to check if there was a new time entry entered. Additionally, this is where you can exclude users from the alert or add additional conditions/filters before triggering the bot. Under Schedule, you can set the timing and frequency of the bot alert.




4. Once done setting up your filters, click the "Next" button to customize the bot alert message.



5. This should open the Alert module. This is where you can set the following:

  • Where to send the messages
  • Message recipients
  • Alert Message

Note: You can either send the message to the user or technician who triggered the bot by choosing email or the field containing the email address of the user or any specific user on your team.



6. To edit the alert, simply use it as you would a text editor. The important feature here is the "Insert a token"  button which would allow you to dynamically insert corresponding field values from ConnectWise Manage such as first name, ticket ID, etc.



To illustrate further, this message:



would look like this:



7. After setting up the medium or channel where you want to send the alerts to and customizing your alert message, click the Next button again.

8. This will open the final module that you need to configure - the Escalation module.

The escalation process happens by sending an alert to the manager or designated supervisor when the technician fails to attach an agreement multiple times within a defined time frame. This is where you can set your escalation cycle, escalation threshold, escalation steps, and escalation alert messages.



9. The Time Frame is when the count of alerts and escalations would reset. For example, setting a Time Frame of "Week" would reset the accumulated count of alerts and escalations to zero every Monday.

10. The Define Escalation Steps is where you're going to set when to alert the user and the manager that the bot alert count has reached a threshold and the user and time entries need review. For each escalation, you can set the following:

  • Escalation Threshold - this is the number of times the bot is triggered before it escalates. For example, setting an Escalation Threshold of 3 means that the manager and/or user will be alerted that they have met the threshold ON the 3rd time the bot was triggered.


  • Escalation Step - this is where you add the "levels" of escalation
  • Message - this is the alert message that would be sent to either the user or manager when they meet the escalation threshold. The editor and tokens work the same as the bot alert message.

Note(s):

- The escalation to a manager and manager's manager will only work if both of them are on the Microsoft Azure Active Directory account.

- There are tokens that are specific only to the escalation alert

- BOT_NAME - the name of the bot that triggered the alert

- ESCALATION_TIME -  the number of times the bot has already been triggered

- MANAGER_NAME - the name of the user's manager

- USER_NAME - the name of the user that triggered the bot

- MANAGER_UP_NAME - the name of the manager's manager



11. After setting up the Escalation Steps, click Finish on the Escalation module and click Save on the Bot Design page.


BEST PRACTICES

  • Don't turn on the alert yet after configuring your bot, simply enable Trigger. This will allow you to review the messages and data first before rolling it out to your team.



  • Let your team know that you are enabling the bot and do a short 15 minute coaching to let them know what the bot is about and how it will help your company accurately measure their profitability.

DATA SOURCES

Source Widget: Bot - CW Attached Agreement Prompter

The CW Attached Agreement Prompter 3.0 uses the following data from ConnectWise Manage:

  • Tickets
  • Time Entries
  • Users


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N O T I C E

MSPbots WIKI is moving to a new home at support.mspbots.ai to give you the best experience in browsing our Knowledge Base resources and addressing your concerns. Click here for more info!